Operations Associate (G6)

1. Implementation of operational strategies.
2. Support to effective and efficient functioning of the Office and Common Premises
3. Support to transparent use of financial resources and management of financial services.
4. Support to supply and assets management.
5. Provision of travel and logistical services.
6. Support to Human Resources Processes.
7. Support to knowledge building and knowledge sharing.

Key Results Expected:

1- Implementation of operational strategies focusing on achievement of the following results:

• Full compliance of administrative & HR activities with UN/UNDP rules, regulations, policies and strategies.
• Provision of inputs to the sub-office financial, administrative & HR business processes mapping and implementation of the internal standard operating procedures (SOPs).
• Preparation of financial, administrative and HR results-oriented workplans.

2- Support to effective and efficient functioning of the Office and common premises focusing on achievement of the following results:

• Organization and coordination of shipments and customs clearance.
• Administrative support to the organization of workshops, conferences, and retreats.
• Support with protocol matters, registration of staff, coordination with local authority on space and other administrative matters.
• Coordination of transportation services, regular vehicle maintenance and certification of vehicle daily log and gas consumption.
• Maintenance of the filing system ensuring safekeeping of confidential materials.
• Supervision of cleaning services and maintenance of common premises and office space.
• Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Head of Sub-Office.

3- Support effective and transparent utilization of financial resources and integrity of financial services:

• Assistance in the preparation of budget, provision of information for audit;
• Maintainance of a logical and comprehensive record of financial transaction, with supporting documentation, for reference and audit purposes;
• In coordination with the Finance Unit in Sana’a, submit required documentation for and follow up on all payments processed by the sub-office;
• Keep track of driver’s overtime and prepare overtime sheets;

4- Support to supply and assets management focusing on achievement of the following results:

• Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
• Coordination of assets management in the sub-office, timely preparation and submission of periodic inventory reports.
• Coordination of the provision of reliable and quality office supplies and guesthouse supplies.

5- Provision of travel services focusing on achieving the following results:

• Coordination of travel arrangements, including purchase of tickets and DSA calculation. Performing a Buyer role in Atlas for preparation of POs for travel and other administrative expenses.
• Issuance of Travel Requests (TR) and Expense Request (ER) for the Sub-Office staff travel using T&E module in ATLAS;
• Support the CO Travel unit in conciliation of ERs and payments made to Travel Service providers and to the Travelers.
• Arrangements of hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.

6- Support to Human Resources Processes focusing on achieving the following results:

• Full compliance of HR processes and records with UN/UNDP rules, regulations, policies and strategies
• Support the HR team in recruitment processes undertaken in Hodeidah, including dissemination of announcement of job-vacancies, of the organization of written tests and conducting of interview.
•  Accurate and timely records of leave and attendance of all Sub-office Staff.

7- Support to knowledge building and knowledge sharing focusing on achieving the following results:

• Training of staff on the administrative procedures
• Briefing/debriefing of staff members on issues relating to area of work
• Sound contributions to knowledge networks and communities of practice.

The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that 

• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Core Competencies: 

Innovation: Ability to make new and useful ideas work

• Level 3: Adapts deliverables to meet client needs

Education:

• High School Certificate or bachelor’s degree in Business or Public Administration
  would be desirable, but it is not a requirement.

• Holder of High School Certificate requires 6 years experience in management of
  finance, HR, procurement and travel. Holder of bachelor’s degree require 3
  years of experience).
• Experience in the usage of computers and office software packages (MS Word, Excel, etc.)
• Experience in handling of web-based management systems.

• Proficiency in English and Arabic

Other:

• UNDP is a Non-Smoking environment.

Important applicant information

All posts in the GS categories are subject to local recruitment. 

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT). External applicants to General Service (GS) positions in New York who already possess a Bachelor’s degree or an accredited certification in a technical field (e.g. IT, Finance, or Procurement) will not need to obtain/pass the UN Administrative Support Assessment Test (ASAT). However, passing specialized tests (e.g. Finance and Accounting technical assessments) may still be required for some General Service (GS) positions, as specified in the vacancy announcement.

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement.  We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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